Job description

Job responsibilities

Personnel and Training

Training and mentoring the Reception and Admin supervisors in relevant areas of their roles.

Work closely with the clinical leads at each site to ensure appropriate oversight of the clinical teams.

Ensuring there is good management of the administrative staff and non-clinical management of GPs, nurses and HCA staff, including taking lead responsibility in staff appraisals, and in assisting recruitment selection and training.

Building strong relationships with the whole team, setting a culture of openness, teamwork, and safety.

Supporting the HR manager in any disciplinary or grievance process if necessary.

Ensuring all relevant employment legislation is followed within recruitment of staff at the practice.

Ensuring the companys employment policies and procedures are followed and all HR records are maintained and reported as required.

Authorising of staffs annual leave in line with their personal entitlement and recording of this and any other changes on staffs individual HR record.

Ensuring you and all staff working at the practice has received the required mandatory training and updates.

Finance and sustainability

Responsibility for the management of the practice budget in conjunction with the Finance Director.

Responsibility for all expenditure from the practice and ensuring that all Company procedures in relation to Purchase Requisition authorisation are followed.

Ensuring that all income is properly recorded and passed to the Finance team for banking procedures to be followed.

Responsible for management of petty cash system in line with the Companys procedures.

Service Delivery & Contract Management

• To have a practical awareness of the practices contractual responsibilities.
• To manage the appointment book to ensure we meet the length and number of appointments required within each contract year.
• Responsible for non-clinical management of our enhanced service provision in line with contractual requirements.
• Responsible for maintaining patient list sizes within contractual requirements.
• Responsible for ensuring awareness of the practices Key Performance Indicators throughout the practice and for ensuring appropriate delivery of these to a highest level.
• Responsible for ensuring awareness of the Quality Outcomes Framework throughout the practice and for ensuring appropriate delivery, in conjunction with the Lead GP, to a highest level.
• Responsible for reporting data and statistics both internally to the Operations and Executive Management Team, and externally to the ICB and NHS England in line with company and confidentiality policies.
• Responsible for ensuring practice attendance and participation with local area groups including the ICB and reporting information back to the practice and companys Executive Team, as required.

Premises and Equipment

Responsibility for the computer system including organising any maintenance and developments to the system. Ensuring compliance with Data Protection legislation and company policy.

Responsibility for security, repairs, and maintenance of premises, services and equipment.

Ensuring that the Practice complies with aspects of Health & Safety at Work (HASAW) legislation.

Patient Services

Supporting the Reception Supervisor by mentoring and developing their management skills as they look after the processes around reception.

Implementing and maintaining systems to receive patient enquiries and suggestions including oversight of the Practice based complaints procedure in conjunction with the Lead GP and Executive Management Team, as required.

Reviewing and updating the Practice information leaflet/website, Practice publicity and health education material.

Ensure the maintenance of a Patient Participation Group.

Future Planning

Responsible for preparing a Practice Business Continuity Plan, Annual Report and Practice aims and objectives as required by the Executive Management Team.

Keeping aware of developments within the NHS that might impinge on the Practice, staff or company as a whole and offering options for consideration by the partners.

Confidentiality

• To have full understanding of the companys policy on Confidentiality and ensure personal adherence to the policy in respect of all patient records and information, confidential company information and staffs personal data.
• Responsible for ensuring all staff are aware of the confidentiality policy and have read, understood and signed the companys Staff Confidentiality Policy.

Health & Safety

• To implement and lead on the full range of health, safety and security as defined in the companys Health & Safety Policy and the Infection Control policy and other published procedures. This will include (but will not be limited to):

• Ensuring job holders across the practice adhere to their individual responsibilities for infection control and health and safety, using a system of observation, audit and check, hazard identification, questioning, reporting and risk management;
• Maintain and up to date knowledge of health and safety and infection control statutory and best practice guidelines and ensure implementation across the practice;
• Using personal security systems within the workplace according to Practice guidelines;
• Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks;
• Making effective use of training to update knowledge and skills, and initiate and manage the training of others
• Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards, and initiation of remedial / corrective action where needed;
• Actively identifying, reporting, and correction of health and safety hazards and infection hazards immediately when recognised;
• Keeping own work areas and general / patient areas generally clean, identifying issues and hazards / risks in relation to other work areas within the business, and assuming responsibility in the maintenance of general standards of cleanliness across the practice in consultation with other managers, where appropriate;
• Undertaking periodic infection control training;
• Routine management of own team / team areas, and maintenance of work space standards;

Personal/Professional Development

• To participate in any training programme implemented by the Practice as part of this employment.

• Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
• Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work and less experienced managers.

Quality

• To strive to maintain quality within the Practice, and will:
• Assess own performance and take accountability for own actions, either directly or under supervision;
• Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance;
• Effectively manage own time, workload and resources.
• Encourage a culture of openness and sharing best practice.

Communication

• To recognise the importance of effective communication within the team and will strive to:
• Communicate effectively with other practice team members;
• Communicate effectively with managers and staff from other practices within the company;
• Communicate effectively with patients and carers;
• Recognise peoples needs for alternative methods of communication and respond accordingly.

Hope Citadel Healthcare CIC

• To promote the ethos and vision of Hope Citadel Healthcare within the practice include staff, visitors and patients; through the provision of quality whole person healthcare.
• To publically support the wider leadership team of Hope Citadel and manage the implementation of any directions, policies or procedures, as directed.
• To provide assistance and support to other practices within the company, where it is possible to do so.
• To implement and adhere to company policies and procedures and ensure they are fully integrated into the daily working of the practice.
• To perform any reasonable task as instructed by the Executive Management Team, in line with fulfilling the contracts, ethos and visions of the Company.

Person Specification

Qualifications

Essential

• GCSE grade A to C or equivalent in English and Maths

Experience

Essential

• Improving patient experience; passion, strategies and tools, experience of success.
• Experience of managing teams within healthcare, including clinical and non-clinical staff.
• Coaching and nurturing new talent and people in new management roles.
• Leading quality improvement projects and strategies.
• Taking teams through change.

Desirable

• Experience of driving innovation and high performance.
• Experience of operationalising values and goals and using data for improvement (ie appraisal, recruitment and protocols).
• Maintaining high staff retention and keeping teams motivated.

Skills

Essential

• Skills, strategies and passion for developing motivation, autonomy and excellence. (eg performance management, pay structures, appraisal, coaching, accountability, developing motivation).
• Operational skills within Primary Care; Establishing and maintaining systems and process for order and efficiency of the whole practice.
• Skills and strategies in leading successful meetings (ie improving engagement, unearthing conflict, good decisions) and communicating outcomes.
• Decision making (track record, can describe process).
• Mentoring and coaching skills for management and leadership.

Desirable

• Knowledge of organisational development or quality improvement tools.

Character

Essential

• Emotional intelligence; aware of impact on others.
• Humility; freely discussed weaknesses. Discusses success as we not I.
• Firm and fair.
• Clear communicator.
• Personal organisational strategies.
• Courage/ Bravery.
• Nurturing, coaching, patient teacher.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

Hope Citadel Healthcare CIC

Address

Hill Top Surgery

Fircroft Road

Oldham

OL8 2QD

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